Victoria Village Atrium Association
Board of Directors’ Meeting
September 9, 2024
Board members present: Sarah Wise, president; Larry Sagstetter, vice president;
Margie St. Jacques, treasurer; Hank French, secretary; Ann McNattin, member at
large.
Also present: Mike Severson, building manager.
I. Call to Order: The meeting was called to order at 6:26 p.m.
II. Secretary’s Report: Moved, seconded, and voted to approve the minutes
for the August 12 board meeting as written.
III. Treasurer’s Report:
a. For August 2024, the opening balance was $542,454.89 and the
closing balance was $559,037.44. This represents an increase from the
opening balance of $16,582.55. As of the end of July, we had
$65,753.95 in our operating checking account, and $493,283.48 in
reserve accounts. (Note: The reserve accounts are one operating CD
with North American Bank, a money market account with Premier
Bank, a Premier CD, an NAB CD, a savings account with Royal Credit
Union, and four CDs with Royal Credit Union.) Moved, seconded, and
voted to approve the Treasurer’s Report.
IV. Committee Reports:
a. Welcome Committee: There have been no new residents since the last
board meeting.
b. Recreation Committee: The committee requested that the heavy
rectangular tables stored in the Community Room be replaced by four
lighter, plastic tables which would be easier to move by committee
members for community events in the Atrium common area. The
Board will investigate pricing for such tables before voting on the
request
V. Management Report: Mike reported that he has been unable to secure
bids for the skylight replacement lower than the bid we previously
received from W. L. Hall Co. In order to lock in that bid, it was moved,
seconded and voted to accept the bid from W. L. Hall in the amount of
$273,782.00. Skylight and roof replacement will take place in 2025.
VI. Old Business:
a. Special Assessment: In order to cover the costs of roof and skylight
replacements while maintaining sufficient amounts in our reserve
accounts, following discussion, it was moved, seconded, and voted to
recommend to members of the Homeowners Association that they
approve a special assessment of $1,750.00 per unit to be paid in 2025.
b. According to the Atrium’s governance document (The Second
Amended and Restated Declaration), “Section 6.3 Special
Assessments....any special assessment shall be subject to approval by a
vote of the majority of those owners voting, in person or by proxy, at a
meeting called for that purpose.” Although the date of the special
meeting has not yet been decided, written notice of the meeting will be
sent 21 to 30 days before the meeting both by the U.S. Postal Service
and by email to all homeowners. The notice will also be posted on
bulletin boards in the building.
c. Emotional Support Animal: A homeowner has asked the Board to
approve their request to have an emotional support animal (ESA) in
their unit. Given that the governing documents of the Atrium allow no
pets, other than small birds or fish, in a homeowner’s unit, Keller is
working with a lawyer to determine what the Board’s legal options and
requirements are. The decision as to whether or not to approve the
homeowner’s request has been tabled to a future Board meeting in
order to give Keller time for further consultation with the attorney.
d. Update on Xcel Energy Recommendations: Mike toured the building
with an Xcel Energy representative to discuss the Xcel Energy Audit’s
recommendations for the Atrium’s common areas and for individual
units. With upcoming roof and skylight replacements, the Audit’s
recommendations for the common areas are presently cost prohibitive.
Homeowners can expect a report on what they might do, With Xcel’s
assistance, to make their units more energy efficient.
e. Smoking in the Atrium: Between the May and June Board meetings, a
survey was conducted to determine if the ban on smoking in the
Atrium’s common areas should be expanded to include individual
units.
A clear majority (33 of the 45 units that responded to the
survey) were in favor of including individual units in the no-smoking
ban. However, on the question as to whether present homeowners
should by grandfathered in (be exempt from the ban), the majority of
those who responded (23 to 19) were in favor of grandfathering
present homeowners who smoke.
In other words, in the future,
individuals who are interested in purchasing a condo unit will be
informed that the Atrium is a no-smoking building. It was moved,
seconded, and voted to pursue amending the Atrium’s governing
documents to state that smoking is banned throughout the Atrium,
with the exception that those who purchased their unit when smoking
was allowed in individual units are exempt from the ban.
VII. New Business:
a. Annual Meeting: The Annual Meeting of the Homeowners’ Association
will be held on December 9th at 7:00 p.m. in the Shoreview Community
Center. Residents who would rather not drive at night should place a
note in the suggestion box indicating you would like a ride to the
Community Center and the Board will find someone to assist you.
b. Fallen Shingle Replacement: JTR, our roofing contractor for the
shingled portion of the roof, has been contacted to replace shingles
that have fallen off or are in obvious danger of falling off. The shingled
portion of the roof is under warranty, so this work will be done at no
cost to the HOA. The work is currently being scheduled.
c. Board process for responding to homeowner’s time sensitive
requests/issues: It should be remembered that individual board
members are not authorized to unilaterally approve or disapprove a
homeowner’s request or unilaterally take action regarding a
homeowner’s issue. The Board functions as a unit. If you have an
urgent, time sensitive request or issue, speak to any Board member
who will, as soon as possible, contact the other Board members who
will work together to respond to you without waiting for the next
Board meeting.
d. Board/Homeowner Communication: If you have a non-urgent request
or issue, please write it down, sign and date it, and place it in the
suggestion box. Your request or issue will be on the agenda of the next
meeting.
e. Carpet Cleaning Scheduling: Carpet cleaning in the common areas, by
our vendor Drimax, will be scheduled for late October/early
November. Individual homeowners who would like to have their unit
carpets cleaned at their own cost can place their name and unit
number on the signup sheet that will be posted around the first of
October on the bulletin board by the front entrance.
f. A Safety Reminder: The Fire Marshall recommended that homeowners
shelter in their unit if, when an alarm goes off, they can see either
smoke or flames when opening their door. The Fire Marshall stated
that sheltering in place is a safe strategy—especially for individuals
with mobility issues—in buildings such as the Atrium that have
sprinkler systems in all common areas and in each individual unit.
g. The Board approved another “Swap Meet” to be held on September
28th in the Activity Room. Look to the bulletin boards for more
information.
VIII. Homeowners Questions and Comments: Nothing in the suggestion box.
IX. The meeting was adjourned at 8:15 p.m.
X. The next Board meeting will be on October 14 at 6:30 p.m. Homeowners
are invited to attend.
Respectfully Submitted
Hank French, Board Secretary
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